HomeMy WebLinkAboutA022 - Resolution approving amendment to the FY 2025/26 ASSET contract with The Salvation ArmyITEM #:24
DATE:09-09-25
DEPT:CMO
SUBJECT:AMENDMENT TO ASSET CONTRACT WITH THE SALVATION ARMY FOR
FY 2025/26
COUNCIL ACTION FORM
BACKGROUND:
Starting in FY 2024/25, The Salvation Army (TSA) has been providing emergency shelter
through managing a hotel voucher program at a significantly larger scale than has been
previously provided by the organization to meet community needs. In FY 2024/25, the City
allocated $130,000 for emergency shelter/hotel vouchers through the Analysis of Social
Services Evaluation Team (ASSET) process. Story County allocated $100,000 and United
Way of Story County allocated $16,228. For the 2024/25 fiscal year, TSA reported that 547
unique clients were served through the hotel vouchers.
For FY 2025/26, the City Council approved $120,000 for emergency shelter at a unit rate of
$75.91, which includes 24 hours of shelter and one meal per person. Story County has
approved $88,000 for this service, and United Way of Story County has approved $16,228.
The City's current contract with TSA is included as Attachment A.
As of August 20, 2025, $53,820.19 (approximately 45% of the annual allocation) of City
funding has been expended and $66,179.81 remains. Due to the year-round need for
sheltering services, staff was concerned about the rate of expenditures, and, therefore,
in early August requested TSA pause the hotel voucher program until the City and TSA
develop and agree on a plan going forward.
Staff has been engaged in several conversations with TSA in August and attached is an
amendment outlining additional requirements for the emergency shelter hotel voucher
services. The contract amendment (attached) does not add any additional funds to any
of the ASSET services TSA provides; however, it includes Exhibit B (see Attachment C)
which provides additional requirements for TSA's emergency shelter services to be
reimbursable by the City.
The key elements include:
1. A payment/reimbursable schedule that outlines a schedule for the use of the remaining
funds.
2. Criteria for eligibility for hotel voucher recipients and documentation requirements
3. Requiring TSA to develop or incorporate into its intake process for the hotel voucher
program a process asking the potential recipients of the service a set of questions to
learn more about their situation and needs. TSA would disclose this information to the
City at an aggregate level for client confidentiality purposes.
4. Requiring TSA to develop an agreed upon form for hotel voucher recipients to opt out of
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allowing TSA to discuss their situation with service providers at the Homelessness
Outreach Services Team meetings.
5. Requiring TSA to provide at an aggregate level the information outlined in number 3
above information for clients that were served through the hotel voucher program.
ALTERNATIVES:
1. Approve the contract amendment to the ASSET contract with The Salvation Army for FY
2025/26.
2. Deny the amendment.
CITY MANAGER'S RECOMMENDED ACTION:
The City and TSA remain committed to serving the community through emergency
temporary sheltering. The proposed amendment to the existing ASSET contract with The
Salvation Army is an opportunity to outline expectations of the emergency shelter services
program while establishing a schedule for expenditure of the remaining of hotel voucher funds
for the rest of the fiscal year.
Additionally, the amendment includes a process for gathering information from
participants receiving a hotel voucher that will be shared with the City at the aggregate
level. This information has the potential to provide critical insight into community
needs around sheltering, which can help inform policymakers for the future.
The needs for sheltering outweigh funding available, as homelessness is a nation-wide issue
that is complex and difficult to address. This amendment will allow for the City and TSA to
continue their partnership in assisting unsheltered individuals/families through the
emergency sheltering/hotel voucher program. Therefore, it is the recommendation of the
City Manager that the City Council adopt Alternative No. 1, as described above.
ATTACHMENT(S):
Attachment A: FY2025-26 TSA Agreement.pdf
Attachment B: FY2025.26 TSA First Amendment.pdf
Attachment C: FY2025.26 TSA - First Amendment - Exhibit B.pdf
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AMENDMENT NO. 1 TO CONTRACT FOR HUMAN SERVICES
BETWEEN THE CITY OF AMES AND THE SALVATION ARMY
WHEREAS, effective July 1, 2025, the City of Ames and The Salvation Army entered into an
agreement for funding for social services to be provided by The Salvation Army through the
City’s ASSET program; and,
WHEREAS, the parties wish to amend the agreement by the City around “Emergency Shelter
Services”; and
THEREFORE, the parties agree to amend their FY2025/26 prior agreement as follows:
1. Under Section II, “SCOPE OF SERVICES,” pertaining to the category of services called
“Emergency Shelter Services” is added:
Emergency Shelter Services will follow the process and schedule outlined in Exhibit B.
2. Under Section III, “METHOD OF PAYMENT”, Paragraph A is stricken and replaced
with the following:
“A. All payments to be made by the City of Ames pursuant to this Agreement shall be made on a
reimbursement basis for services provided in amounts not to exceed those outlined in Section II
above and following the schedule, if specified, as outlined in Exhibit B.
3. All other provisions of the original agreement remain in full force and effect.
IT WITNESS WHEREOF, the parties hereto have, by their authorized representatives, set their
hand and seal:
CITY OF AMES, IOWA ATTEST:
BY: __________________________ ____________________________
John A. Haila, Mayor Renee Hall, City Clerk
Date signed:___________________
[Continued on next page]
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Amendment to agreement between City
of Ames and The Salvation Army.
THE SALVATION ARMY (AGENCY) Organization Address (please print):
BY:___________________________ _____________________________
Print Name and Title: Phone Number:
_____________________________ _____________________________
Date signed:___________________
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EXHIBIT B: Contract for Human Services Between
the City of Ames and The Salvation Army
Emergency Shelter Services Guidelines
Payment Schedule:
Below is a payment schedule. Any funds not expended in the payment period will automatically
be carried over to the next period throughout the term of this contract, which ends June 30, 2026.
Payment Period Unit Rate Units per Period Amount
1 – September – October $75.91 88 $6,680.08
2 – November – February $75.91 608 $46,153.28
3 – March – June $75.91 175 $13,284.25
Beginning September 2025, when providing hotel vouchers, the provider agrees to
1. Use the following criteria to determine eligibility for the voucher:
a. 30-day City of Ames residency
b. Verified referral or documentation (to be provided with reimbursement claims) by
HOST, ACCESS, Romero House, Mary Greeley, The Bridge Home, or other local
service providers as agreed upon by the City and The Salvation Army.
c. Recepient of voucher attests in writing to being unsheltered (to be provided with
reimbursement claims)
d. Prioritization based on vulnerability
2. Complete the reimbursement claim form per the claim’s instructions
3. Develop or incorporate into its intake process for the hotel voucher program a process
asking the recipients of the hotel vouchers for the following information, informing
recipients of hotel vouchers that this following information will be disclosed to the
funders at the aggregate level:
a. Do you legally own a home? Yes/No
b. Current Living Situation (identified by the client):
☐ Medical Vulnerability
☐ Unsheltered (e.g., street, car, encampment)
☐ Emergency Shelter
☐ Couch-surfing/Temporarily staying with others
☐ Prefer not to answer
☐ Other: ___________________________
c. Referral Agency
Agency Name: _______________________________________
Referring Staff Name: _______________________________
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d. Client Request Details
• Date of Request: ____ / ____ / _______
• Requested Check-in Date: ____ / ____ / _______
• Length of Stay Requested: ______ nights
• Employed? Yes or No. If yes, how many hours per week: ______
e. Urgent Need / Reason for Request (identified by the client):
☐ Medical Vulnerability
☐ Extreme Weather
☐ Safety/Domestic Violence
☐ Recent Displacement
☐ Prefer not to answer
☐ Other: _____________________________
f. Please list the barriers you are experiencing in trying to secure housing (identified
by the client): __________
4. Develop an agreed upon consent form required for hotel voucher recipients to opt out of
allowing The Salvation Army, abiding by HIPPA rules, to discuss their situation with the
HOST service providers to see if additional care coordination and services can be
provided to support the client while unhoused. This form must be shared with the City
upon request.
5. Provide to the City within 30 days following the end of each payment period the
information outlined in number three (3) for clients served through the hotel voucher
program for the previous period (the period that most recently ended). This information
shall be provided at an aggregate level.
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